IFAS Internal Management Memoranda

IFAS; Policies and Procedures Governing the Assignment and Use of State-Owned Housing in the Institute of Food and Agricultural Sciences

EFFECTIVE DATE: December 1, 1993

INTERNAL MANAGEMENT MEMORANDUM: 6C1-6.40-2 (Revised)

SUBJECT: IFAS; Policies and Procedures Governing the Assignment and Use of State-Owned Housing in the Institute of Food and Agricultural Sciences

  1. The basic policy of IFAS regarding the assignment and use of state-owned housing is that all housing shall be utilized in a manner and for the purpose most consistent with the IFAS mission.

  2. Within the broad policy stated in 1. above, specific procedures may vary between units but the following policies and procedures will generally apply:

    1. No IFAS employee will be furnished housing as a perquisite.

    2. State-Owned Housing Use Priority

      1. Priority I -- A unit administrator (department chair, center director, or other unit administrator) may require that an employee use state-owned housing located on the unit as a condition of employment, if the presence of the employee on the unit's premises at other than normal working hours is essential to the operation of the unit.

        Occupancy Termination -- Occupancy of state-owned housing under Priority I provision, except by mutual agreement of the employee and unit administrator, may not be terminated without 90 days written notice, except as follows:

        1. When an employee has resigned; transferred; retired; or has been terminated, voluntarily or involuntarily, in which case no notice shall be required.

        2. A determination by the unit administrator that a higher priority need for the facility exists in which 45 days written notice shall be given.

        3. A determination by the unit administrator, with concurrence of the appropriate dean, that an emergency exists which constitutes a clear threat to the safety of persons or property or to the accomplishment of the IFAS mission in which case no notice shall be required.

      2. Priority II -- A unit administrator may assign state-owned housing available to the unit to any employee of the unit whose job responsibilities make living on the premises a benefit to the state. The provisions of 1) (a) (1), (2) and (3) above apply.

      3. Priority III -- A unit administrator may assign state-owned housing available to the unit to any University of Florida employee if the housing is unoccupied and not otherwise needed. The provisions of 1) (a) (1), (2) and (3) above apply, except that under 1) (a) and 1) (a) (2) 30 days written notice shall be given.

      4. Priority IV -- A unit administrator may assign state-owned housing available to the unit to any state employee if the housing is unoccupied and not otherwise needed. The provisions of 1) (a), (1), (2) and (3) above apply, except that under 1) (a) and 1) (a) (2) and 30 days written notice shall be given.

    3. An employee occupying state-owned housing has no responsibility for general maintenance. However, (s)he is expected to exercise reasonable care in the use of the facilities and to report promptly to the unit administrator any mechanical or structural problems needing attention. Repair costs attributable to the negligence of, or deliberate destruction by, the employee or any members of his/her household may be assessed the employee. Nothing in this provision shall be construed as preventing the employee from painting, hanging drapes, installing carpeting, or doing any of those things generally associated with decorating and adding to the comfort and livability of a home.

    4. Unless agreed to in advance, an employee may not be reimbursed for improvements made to state-owned housing. In general, reimbursement for an improvement may not be made for any item which would not have been appropriate for direct expenditure by the state.

    5. Housing at the Research and/or Education Centers, not otherwise needed, may be designated as dormitories for the use of students in residence at the Centers or for visiting staff on official business.

    6. Rental of and the rental rates for state-owned housing shall be approved by the State Personnel Director in accordance with Section 216.262(1)(f), Florida Statutes, and Personnel Policy and Procedure Memorandum Number 74-5 of the Department of Administration.

    7. An employee shall not transfer possession, lease, or sublet the premises nor give accommodations to roomers, boarders, or lodgers, except as provided in 2h) and i) below.

    8. In addition to his/her immediate family, an employee may give lodging to any person for whom (s)he has legal responsibility.

    9. A married employee may have a guest or guests for a reasonable length of time, not to exceed two weeks without the prior written consent of the unit administrator. However, an unmarried employee may not have an overnight guest or guests, except those related by blood or by law.

    10. The unit administrator or other authorized person, shall have the right to enter and inspect the premises, upon advanced notice, at any reasonable hour. In so doing, the convenience of the occupant(s) must be given every consideration and entry may not be gained in the absence of the employee except in an emergency.

    11. Each unit administrator shall develop detailed instructions as may be necessary to cover the kinds of occupancies outlined in provisions in 2b) 1), 2), 3) and 4) above and to relate these to job requirements. A copy of such instructions, together with a copy of these policies and procedures, shall be given to each employee or occupant assigned state-owned housing. A copy of the instructions developed by the unit administrator shall be sent to the Director of Personnel, IFAS, and the Director, Planning and Business Affairs, IFAS.

    12. Any violation of these policies and procedures, in addition to those conditions specified in 2b) 1) (a) (1), (2) and (3) may be cause of termination of occupancy and the employee, together with all members of his household, if any, may be required to vacate the premises within 48 hours after receiving notice to vacate. Notice to vacate may be given orally, but must be confirmed in writing.

    13. The unit administrator is responsible for collecting rental payments which shall be payable at the beginning of each rental period. A rental period is defined as any calendar month or in the case of bi- weekly payments, any one-half of a calendar month. An employee may elect to make either two equal bi-weekly payments or one monthly payment. In those months in which a third pay day falls, those individuals who pay bi-weekly would be required to make rental payments on the first two pay days.

    14. The family of a deceased employee may be permitted to remain in a state-owned house, upon payment of the regular rent, for a period not to exceed 90 days after the death of the employee.

    15. Housing furnished persons other than IFAS or state employees under a contractual arrangement is not subject to the provisions of this policy but is governed by the agreement entered into between the contractor and the University and approved by appropriate authority.